Cancelling monday.com: 30 days' notice before renewal, seat buckets, refunds and your data

monday.com sells its products as monthly or yearly subscriptions that renew automatically by default, and it asks for notice. Its help centre says an existing customer who wants to stop at the end of the current term must cancel at least 30 days before the subscription end date, or the plan may renew and commit them for another term. The other things that catch teams out are the way seats are sold, in buckets that do not shrink when people leave, a refund window that only covers a first purchase, and marketplace apps that keep billing after the main plan has gone.

This guide covers how the subscription bills, the notice rule, who can cancel and how, refunds, seats and auto-upgrades, price changes, marketplace apps and what happens to your data. It is based on monday.com's Terms of Service (last updated 5 May 2026) and monday.com's help centre articles on billing, cancellation and refunds, all checked on 25 October 2026. The help articles say they summarise the terms for convenience and that your agreement and the Terms of Service control, so where the two differ, this guide says so. Prices are left out.

How a monday.com subscription bills

• Monthly or yearly, renewing by default: section 8.9 of the terms says a subscription includes automatic renewal by default, for a period equal to the original term.
• At the same price, unless you are told otherwise: the same clause renews you at the same price unless monday.com notifies you, subject to tax changes, and without any discount or promotion given for the first term.
• Seats come in buckets: the help centre's pricing article says you pay per group of seats, not per seat, starting at a minimum of 3 seats and then going up in multiples of 5. A team of 4 buys the 5-seat option and a team of 6 buys the 10-seat plan.
• One billing cycle per account: if you buy more than one monday.com product, each can have its own plan and seat count, but all of them must share the same billing cycle, monthly or yearly.
• Upgrades move the date: the plan change article says an upgrade takes effect immediately and starts a new billing cycle, with the unused balance of the old plan put towards the new one. Section 8.6 of the terms says a change in the number of users restarts the subscription term for all or some services unless an order form says otherwise. After any upgrade, check the renewal date again under Administration, then Billing.
• US dollars unless stated otherwise: section 8.3 of the terms says fees are stated in US dollars unless indicated otherwise, and the refund clause says monday.com is not responsible for differences caused by exchange rates. Check the currency on your order or invoice.

30 days' notice before the end of the term

monday.com's cancellation and refund articles carry the same warning: an existing customer who wants to cancel at the end of the current term must give 30 days' notice before the subscription end date. Without it, the plan may auto-renew and you are committed for the renewed term. The cancellation article puts it practically: if your renewal is within the next 30 days, submit the cancellation now.

Section 8.9 of the terms is narrower. It sets the 30-day minimum for an annual subscription, unless monday.com allows otherwise, and otherwise only requires you to cancel before the subscription expires. The help articles do not separate monthly from yearly plans. If you pay monthly, the safe reading is to cancel at least 30 days before the date you want to stop paying. Either way this is a real notice period, unlike QuickBooks Online, where cancelling before the billing date is enough, and closer to the month's notice Xero asks for.

Cancelling does not end your access early. After you cancel the plan renewal you can keep using the product until the plan's end date, and you can reactivate the plan at any time before that date. Section 11.3 of the terms says a cancellation takes effect at the end of the current term and the fees for that term remain payable.

Who can cancel, and how

Only an admin can cancel. If you are not one, the help centre says to ask an account admin, or to contact monday.com if the admin is unavailable. Any user can see who the admins are by opening Administration, and monday.com suggests having a second admin just in case. If the person who set the account up has left, sort out the admin role well before the 30-day point.

Cancellation is done in a web browser (the iOS app can also close an account). Open Administration, then Billing, find the product in the Overview, choose Cancel product from its three-dot menu, give a reason, and confirm with Cancel plan renewal. The confirmation screen shows the date the plan will end. Billing contacts are emailed when a plan is cancelled, so keep that email or a screenshot of the end date as your record; see how to serve a notice of non-renewal for keeping proof that will stand up if a renewal charge is disputed.

Three cases work differently. If you pay by wire transfer against an invoice, you cannot cancel in Administration at all: the help centre says to contact your account manager. If you have more than one monday.com product, each one is cancelled separately; cancelling one does not cancel the account, and the account cannot be closed until every product is cancelled. And if you bought through a reseller, section 8.12 of the terms says monday.com's terms prevail over the reseller's agreement, and any extra rights the reseller gave you can only be enforced against the reseller.

Refunds: 30 days on a first purchase, then none

Section 9.1 of the terms gives one refund right. If you are not satisfied with your first purchase, you can end it by written notice within 30 days and receive a prorated refund of the unexpired fees you prepaid. It covers the initial purchase only, not later purchases, upgrades or renewals, even ones made inside those 30 days. The refund article adds that it is for new customers and does not apply to monthly subscription renewals.

After that window, the terms say fees are non-refundable and non-cancellable. If you cancel part way through a term, the subscription will not renew, but you are not refunded or credited for the unused period. We found no cooling-off period in the terms beyond the 30-day first-purchase refund.

A refund has a cost of its own. The refund article says access to the account is blocked immediately when you cancel with a refund, and the cancellation article says the account is closed as part of the request, so export anything you need first. Refunds usually reach the card within 7 to 10 business days.

Seats: deactivating people does not cut the bill

When someone leaves, you deactivate their user. monday.com's user management article says deactivated users do not count towards your active paid seats, but its plan change article is clear that monday.com does not automatically reduce your seat count when users are deactivated. You keep paying for the bucket you bought until you change it.

Reducing seats or moving to a lower plan is a downgrade, and downgrades take effect only at renewal: the next monthly renewal on a monthly plan, the next yearly renewal on a yearly one. To schedule a seat reduction, the account must already have no more active seats than the new total, so deactivate people first, then choose Change team size from the product's menu in Billing. On a yearly plan, the time to right-size seats is before the renewal date, not after it.

Two more things affect the count. Viewers are read-only and, according to monday.com's user types article, do not count towards billing on paid plans, so someone who only needs to look can be a viewer rather than a member. And deactivating a user disables any automations or integrations they created unless you transfer ownership first, which belongs on your software offboarding checklist.

Auto-upgrades when you go over your seats

Going over the seat limit is not left until renewal. monday.com's auto-upgrade article says that when an account has more users than its paid seats, a 5-day countdown starts and admins get three warning emails. If nobody removes the extra users, the account moves to the next seat bucket and is charged for it. Its own example: an 11th user on a 10-seat monthly Standard plan moves the account to 15 seats.

Unless you switch these options off, section 8.6 of the terms lets people with the same email domain join the account automatically and lets users invite others, so the count can rise without an admin doing anything. If an auto-upgrade happens, you have 30 days from it to remove the extra users and ask support to revert the plan and refund the upgrade. Removing people does not trigger the refund by itself. For the wider habit, see how to stop paying for unused software seats.

Price changes and discounts that end

Section 8.3 of the terms lets monday.com change its fees at any time, with notice to you if the change may affect your existing subscription on renewal. It does not say how much notice. Section 8.10 says a special discount or promotional offer does not carry into the renewal: the subscription renews at the full fee at the time of renewal. If you bought on an offer, find out the full price more than 30 days before renewal, because by the time the renewal invoice arrives the notice window has closed.

monday.com's billing article lets admins add billing contacts, including people outside the account, who receive the same billing emails as admins, covering renewals, plan changes, cancellations and going over your billed seats, without being able to change anything. Adding your finance inbox as a billing contact makes sure those emails reach someone who reads them.

Marketplace apps are separate subscriptions

Apps bought from the monday marketplace are billed separately from your monday.com plan. The app billing article says cancelling your monday.com plan does not cancel existing app subscriptions, and that you must check they are cancelled first if you close the account. Uninstalling an app cancels its payment at the app's renewal date. Some apps are not billed through monday.com at all and are managed with the app's developer, and where monday.com does bill on a developer's behalf, section 7.6 of the terms says renewal and refunds follow the developer's own agreement.

Your data: 7 days, then inactive

When a cancelled product reaches its end date, it moves to a 7-day free trial, then becomes inactive and nobody on the team can access it. Closing the whole account works the same way: 7 days, then you can no longer sign in.

The cancellation article says monday.com's current policy is to keep the data by default, but it does not guarantee to keep doing so and reserves the right to delete data from an inactive account at any time. Section 11.4 of the terms makes exporting your data your responsibility before the subscription ends, and says any read-only period for exporting afterwards can be ended without notice. So export before the end date:

• An admin exports from Administration, then General, then Account, using Export account data. The result is a zip file of all boards, shareable and private, with uploaded files unless you choose to leave them out.
• Allow time: an export can take up to 24 hours, the download link is valid for 24 hours, and you can run one export every 24 hours.
• Some things are not included: archived boards, workdocs, dashboards and the Emails & Activities timeline. Export workdocs as PDFs separately. Dashboards draw on board data, which is exported.

If you only need light access afterwards, the Free plan on monday AI work platform is an option once the account is closed and its trial ends, but it allows two seats, so the account must be down to two members or fewer first.

A routine for monday.com

1. 1Write down each product, its plan and seat bucket, monthly or yearly billing, the renewal date from Administration, then Billing, who the admins are, and how you pay: by card, or by invoice through an account manager.
2. 2Make sure there are at least two admins, and add a billing contact whose inbox someone reads.
3. 3Put the date 30 days before each renewal in the diary as the deadline, with enough time before it to decide whether to stay.
4. 4Before a yearly renewal, deactivate leavers, move read-only users to viewers, and schedule any seat reduction so it applies at renewal.
5. 5If you plan to leave, cancel your marketplace apps, export your data and workdocs, and cancel each product at least 30 days before the renewal date. Keep the record of the end date.

UK consumer protections around subscriptions mostly do not reach a business customer; see the UK subscription rules for business software. monday.com's terms are with monday.com Ltd in Israel and say they are governed by Israeli law. Read the terms for each tool you run rather than applying one rule of thumb to all of them.

Tracking monday.com in StackTrackr

Add monday.com as a tool with its cost and billing cycle, tick Auto-renews, and set the renewal date to the date shown under Administration, then Billing. If you run more than one monday.com product, they share a billing cycle, so record them as one tool or one per product, whichever matches how you budget. Record paid marketplace apps as separate tools with their own renewal dates. Make the owner an admin who can actually cancel or change the plan, so the reminders reach someone who can act on them.

Enter a notice period of 30 days and StackTrackr shows a cancellation deadline 30 days before the renewal date, in line with monday.com's notice rule. If you want time to decide and to clear seats before that, a longer margin such as 45 days gives you it. After any upgrade, update the renewal date, because an upgrade starts a new billing cycle. Once you have cancelled, switch auto-renew off and set the renewal date to the plan's end date, so the reminders count down to the day the product moves to its 7-day trial.

If monday.com tells you about a new price, schedule the price change with the date it applies so your forecasts include it. Keep the cancellation record and your order form or invoices in the tool's document vault. Have a look at what it tracks, or start a free trial and add your monday.com subscription first.